PH: CHLOE HASHEMI INTRODUCTION REGISTERING YOUR VENUE SECURING BRIGHTON FRINGE EVENTS HIRING OUT YOUR VENUE PROGRAMMING YOUR VENUE BOX OFFICE INSURANCE, LICENSING AND SAFETY ACCESS FLYERING EVENTS TIMELINE:WHAT TO DO AND WHEN PH: JAMES BELLORINI 1 WHAT IS BRIGHTON FRINGE? Brighton Fringe is the largest arts festival in England. Located in Brighton & Hove, the city has a unique heritage of liberalism and creativity. We are a completely open access festival, which means no artistic judgment or selection criteria are imposed on participants. The programme is split up into 12 main event categories: Cabaret & Circus, Children & Youth, Comedy, Dance & Physical Theatre, Events & Film, Literature & Spoken Word, Music, Nightlife, Theatre, Tours, Visual Arts and Workshops. Brighton Fringe 2019 will take place from 3 May until 2 June. To find out more about what we do, head over to the Fringe Info section on our website- www.brightonfringe.org WHY SHOULD I TAKE PART IN BRIGHTON FRINGE? Brighton Fringe is a showcase for talent, attracting over 1,000 different events in 2018. We offer a platform for companies to try out new work, increase their audiences, gain reputation and enhance exposure to industry professionals. By registering to be a Brighton Fringe venue, you will be a vital part of this experience. You will meet and build relationships with like-minded arts professionals and have fun along the way, as well as increasing footfall to your venue! Your venue will be listed in our brochure (100,000 circulated across Sussex and London) and on our website (over 1,867,000 views in 2018), so being part of Brighton Fringe is a great marketing tool too. KEY DATES • Brighton Fringe 2019: 3 May - 2 June 2019 • Registration opens: 8 October 2018 • Early Bird deadline: 7 December 2018 • Early On Sale: 14 December 2018 • Brochure deadline: 18 January 2019 N.B. The above deadlines are for Brighton Fringe participants; a venue can register with us at any point during the year. However, we recommend doing so before reg- istration opens on 8 October, so that participants can find and apply to your venue straightaway! PH: JAMES BELLORINI 2 To start creating your venue listing, go to Eventotron, our registration site. Go to the ‘Venues’ section at the top of the page and you will be prompted to create a log in. Once logged in, use the ‘Create new venue’ button and fill in as many details on the form as you can. Once all mandatory fields have been completed, you will have the option to join Brighton Fringe 2019. Hooray! Tip: Take particular care filling in the Accessibility section of the form. This is what we will use to inform participants and audience members about the accessibility of your venue, so it’s really important that this is accurate and up to date. Tip: If you want participants to be able to search for your venue and contact you, make sure to tick the option to include your venue in our Venue Browser. For more detailed guidance on the registration form go to brightonfringe.org/take-part/venue-managers/creating-a-brighton-fringe-venue APPROVING APPLICATIONS Now that you’re registered and visible to participants, you’re ready to start receiving applications and programming events! Each time an event applies to your venue, you’ll receive an email from Eventotron to let you know. To check your pending applications, go to the Venues section on Eventotron, where you’ll see a blue notification for pending applications. Click into your venue and go to the ‘Applications’ tab to see more details. If you’re aware of the event, and have already agreed dates, times etc., you’re ready to make an offer! The event will receive an email to let them know that you’ve sent an offer, and they’ll then need to log in and accept it. Once they have, their event will move from your ‘Applications’ tab to the ‘Events’ tab. Tip: Even if you have already agreed to host an event with a company or producer directly, we still need this to be confirmed through Eventotron. Tip: We strongly recommend that you don’t make offers to participants if you have had no prior contact with them. Even just a quick phone call to confirm their availability and make sure that the show will fit in your space is vital at this stage. If you can’t/don’t want to host the event at your venue, click “Decline”. Some venues choose to then complete registrations on behalf of participants, so please liaise with each participant about how you would like to proceed with their registration. If you agree that the participant will carry on with the registration, you will still be able to view the information they have entered to double check for any mistakes before the listing goes to print. For help contact Participant Services at [email protected] or call us on 01273 764 907. PH: ANDREW O’HARA 3 APPROVING APPLICATIONS Now that you’re registered and visible to participants, you’re ready to start receiving applications and programming events! Each time an event applies to your venue, you will be sent an automated email from Eventotron to let you know. To check your pending applications, log back into Eventotron and click on your venue in the ‘My Venues’ section of the homepage. Go to the ‘Applications’ tab, where you will see any pending event applications you’ve received. If you are aware of the event, and have already agreed dates, times etc. with the participant, you’re ready to approve it! Once you have approved an event, the event will move from the ‘Applications’ tab to the ‘Events’ tab. The participant will also receive a confirmation email, either a custom email written by you (you can edit your Welcome Email in the ‘Settings’ tab, within the ‘Venue Details’ section) or an automated email from Eventotron. Tip: Even if you have already agreed to host an event with a company or producer directly, we still need this to be confirmed through Eventotron. Tip: We strongly recommend that you do not accept applications from participants if you have had no prior contact with them. Even just a quick phone call to confirm their availability and make sure that the show will fit in your space is vital at this stage, to avoid issues further down the line. If you can’t/don’t want to host the event at your venue, click “Decline”. Some venues choose to then complete registrations on behalf of participants, so please liaise with each participant about how you would like them to proceed with their registration. If you agree that the participant will carry on with the registration, you will still be able to view the information they have entered to double check for any mistakes before the listing goes to print. If you have any problems along the way, contact the Participant Services team by emailing: [email protected] or call us on 01273 764 907. PH: JAMES BELLORINI 4 Your event date(s), times & ticket prices There are a number of ways that you can charge participants for use of your venue, unless of course you’d like to offer the space for free. Different venues will work differently, so find out what works best for you and your space. The three most common ways to arrange payment are: • A straight hire – does what it says on the tin, you charge one fee for hiring the space. Please note that with this arrangement, the participant keeps all ticket income, and would usually be expected to register their show themselves. • A bundle cost – this is also one set fee, but it will take into account multiple costs; for example the venue hire, registration with Brighton Fringe, marketing and a percentage of the tickets sold. The participant pays this set fee, and takes home the rest. • A door split – this is where you split the income from ticket sales with the participant, either as part of the venue hire cost or instead of it; e.g. 70% to the participant, 30% to you. It is up to you to decide what this split will be. Tip: Make sure you have clear terms & conditions written out ready to give to participants, including a written contract of your venue hire arrangements, to be signed by both parties. If you need any help with this or would like someone to read over a draft of your contract, contact the Participant Services team. Tip: Remember that the bank details listed in an event’s registration on Eventotron will be where the final settlement from Brighton Fringe ticket sales is be paid into. 5 PH: JAMES BELLORINI Your event date(s), times & ticket prices Think about whether your venue will be open during the day, in the evening or both. Will your programme of events be every day, once a week – or will you be the venue for just one event? Think about your potential audience. Who do you want through the door? If you’re an established venue, will you be programming for regulars or encouraging new audiences? Tip: Keep Participant Services updated with your availability and the type of events you’re looking to host. We get calls every day from promoters and artists looking for suitable spaces – so we can help direct shows your way! Tip: When putting together your schedule, ensure you take account of the time it takes for the performers to set up and the audience to get in and out of the venue (in showbiz speak, the ‘get-ins and get-outs’), especially if you have days with multiple performances.